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Welcome to NHS Property Services

This is your gateway to transacting with NHS PS.

Your secure account allows you to collect approved Purchase orders, our agreement for work to be performed or goods to be supplied.  Once delivered, convert a Purchase Order into an Invoice, and attach relevant pdf documents (such as your invoice, the delivery receipt, or service agreement).

It also performs real-time validation of invoices against our IT systems as you submit them, so you know immediately if the information is accurately submitted to NHS PS.

We’ve partnered with Tradeshift to improve the speed and accuracy of electronic invoice submission, to help you get paid first time, on time.  

For further information, tips & tricks, training webinars and user guides, please scroll down
Learn more

Benefits of eInvoicing with Tradeshift

Tradeshift increases invoicing accuracy, and improves visibility to the payment process and status through an easy-to-use web-based platform

Easy Setup

  • No installation of hardware or software required.
  • Supports both manual and highly-automated options allowing suppliers to submit invoices from within existing billing software.

Real-time Monitoring & Communication

  • Check the status of invoices with real-time updates in your computer or mobile browser.
  • Confirm invoice receipt -- no delays due to missing information or lost paper invoices.
  • Communicate and attach supporting documents directly from within Tradeshift.

Always Free

  • No setup fees, transaction fees, or service charges.
  • Invoice other customers through the Tradeshift network at no charge.

Public Profiles & Network

  • Promote your business, products and services to the fastest-growing network of connected companies. Get a modern web presence easily and efficiently.

Getting Started with Tradeshift

We built a short guide on how to get started quickly with only 5 steps.

These five steps will guide you through the most important steps invited supplier should take while and after responding to the invitation email of their customer.

Three ways to invoice

Tradeshift has made it possible and easy for any business to invoice their customers - no matter the invoice volume. Depending on the volume of invoices you send, we recommend the following:


1.

The ‘Web Interface’ method - for lower volume suppliers
Using the intuitive and fast invoice creation tool in the Tradeshift platform, invoicing has never been simpler! Choose your customer, fill in your invoice details, and send! See here for a guide on using the invoice creation tool

2.

Sending PDF invoices via Tradeshift
Using one of these methods, you can transfer your PDF invoices to your customer either via email or through an integration, which will convert your file to the native Tradeshift format. You can read about these methods here.

3.

Integrated solutions - for larger volume Suppliers
For large invoice volumes, we recommend that you integrate your accounting software with the Tradeshfit platform, sending invoices via file transfer protocols or API. Read this article for more information!

Managed Supplier Program - Invoicing NHS Property Services using EDI

NHS Property Services encourages their suppliers sending a large volume of invoices (30 invoices a month) to do so in an integrated manner. This means connecting your internal ERP system to Tradeshift and enabling automatic document transfer using secure file transfer protocols such as SFTP, FTPS or using the Tradeshift API.

Tradeshift supports a wide selection of document formats, such as CSV, EDIFACT, XML, etc. The Tradeshift Technical Integration Engineers can help you set up the connection and properly configure your document files.

If you would like to know more about the integration possibilities on Tradeshift, please go to this page. If you would like to start an integration with Tradeshift, please contact our support team via ticket.

Quick Cards

You may find the attached Quick Reference Cards helpful – they include a step by step guide to submitting invoices to us:

Validation Rules

The following Validation Rules have been put in place for NHS Property Services to ensure correct information is entered by Suppliers. These suppliers are split into two groups: PO (Purchase Order mandatory) and PO/non-PO suppliers (Purchase Order exempt).

For all Suppliers

If a Purchase Order reference is entered, it must be open and valid with enough remaining value and assigned to you as a supplier. All invoices must have a unique invoice number.

For PO Suppliers

For PO Suppliers, a valid PO number is mandatory as well as Order line no. reference. Further Invoice validation (eg. Property ID check) against the valid PO will be performed as per the details below:

  • Line quantity: Checks that invoice line quantity does not exceed PO line
  • Line amount: Checks that invoice line amount does not exceed PO amount (ex tax)

Bank Details

We can only pay you into the bank account details we hold in our system for you. Please note that we are unable to upload bank details entered into Tradeshift, for audit reasons.

If you need to set up new, or amend existing bank details, please contact us at fasttrackprocurement@property.nhs.uk providing a copy of the bank details on letter headed paper. A member of our team will be in touch to verify the details and make any changes. 

Property ID / Name

Each line of your PO relates to only one property which will be displayed on the PO in Tradeshift.

The property is directly linked to the PO line number in our system and you should not attempt to amend this on your invoice in Tradeshift.

Any changes you do make to the Property ID / Name field that do not match the detail for that line number on the PO will not be uploaded to our system and could result in payment delays or billing against the wrong property.

Invoices will always be processed against the property stated on the line on the PO.

If you believe the details on your PO are incorrect you should contact the person you supply goods and services to and arrange for an amendment to be processed.

Credit Notes

When submitting credit notes in Tradeshift you can only reference a related invoice number that was submitted through Tradeshift to NHS Property Services Limited directly.

If you can’t locate your invoice on Tradeshift, please add the related invoice number in the ‘Description’ field on your credit note (leaving the ‘Invoice Number’ field blank)

Should someone else be reading this?

If you are receiving electronic invoicing activation emails from Tradeshift, but wish to direct these emails to someone else in your organization, please fill out and submit the form below:

Important note!

Please provide the email addresses with comma ',' separated
Request subject must filled out.
Request description must be filled out. Please be as detailed and descriptive as possible.
You can add up to 10 attachments. Each attachment size must be under 20M.

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New Request

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Request subject must be at least 10 characters long.
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